EuroPython Workgroups: Call for Volunteers

Marc-Andre Lemburg -

Dear EuroPython community,

the EuroPython Society is happy to announce a new organizational concept that we’d like to put in place for the next EuroPython conferences: the EuroPython Workgroups.

Motivation

In the past, the EPS granted permission to use the brand to local organizers based on a set of requirements, and the local organizing team then had to run the event in collaboration with the EPS. Most of the work was centered around the local team.

This model no longer scales and doesn’t encourage the community to take part in the organization process. The workload and the financial risks of running such a big conference for the local teams is very high.

Proposed New Structure (Workgroups)

The biggest change is the introduction of permanent workgroups integrated with EPS and its activities. This change is designed to address the issues mentioned above in a way which allows our community to get more involved, while at the same time reducing the risk and work load on individual teams.

Workgroups will be coordinated by the EuroPython Society board based on the community feedback and proposals, from their definition and creation to their implementation.

The key workgroups we have identified so far are:

  • Conference Administration (contracts, venue contact, ticket support, satellite conferences, legal support, insurance, licensing)
  • Finance (budget, controlling, accounting, billing, invoicing, taxes, payment system administration, Treasurer needs be part of this WG)
  • Sponsors (sponsor contacts, sponsor logistics, room/booth assignment, recruiting session, jobs fair, exhibit hall, startup row)
  • Communications (press, community relations, diversity/outreach/CoC, CoC contact, announcements, social media, attendee tools, volunteer coordination, mailing lists)
  • Support (helpdesk, attendee support contact, visa help, travel management, chat support for attendees)
  • Financial Aid (setup, grant selection, aid organisation)
  • Marketing/Design (brochures, advertisements, banners, flyers, travel guide, t-shirts, lanyards, badges, panels, logo)
  • Program (talk selection, scheduling, session chairs, sprint/openspace/keynote/lightning talks/poster session organization, Young Coders session, Python for Teachers)
  • Web (web site support, ticket system, administration, backups, payment system integration, hosting, chat support for attendees)
  • Media (video recording, live streaming, live translations, uploads to YouTube and archive.org)
  • On-site Team (on-site support, local contact, help with venue selection, help with catering selection, partner program, social events, buddy program, internet access, venue contact, catering contact, on-site logistics)

All of these workgroups, except for the On-site Team, will remain active when changing location. We expect to keep institutional knowledge within the organization and make transitions to new locations easier by using this approach.

The EuroPython Society collects and reviews the applications to each workgroup. The EPS board will then vote on the chair and a set of permanent workgroup members with (workgroup internal) voting rights and then have the workgroup chair appoint additional (non-voting) members as necessary.

Workgroups will be confirmed/reestablished by board vote every year, this allows non-voting members to become voting members in the following year.

Workgroups and board will update, coordinate and plan activities on a regular basis. While every workgroup will be responsible for its own coordination and establish a workflow that best fits its needs, we expect all workgroups to integrate and interact with other workgroups to create a productive work environment.

To simplify and speed up the workgroup setup, we will create a set of workgroup guidelines which aim at collecting the institutional knowledge gathered over the years. We will put these guidelines up for comment in the coming weeks.

Call for Volunteers

Please help us build EuroPython and keep making it better and better every year.

If you want to help, please apply for one or more workgroups which you feel match your interests and experience. If you’d like to help, but don’t have enough experience, yet are willing to learn, please apply as well.

To apply please send an email to board@europython.eu with your details, the motivation for applying (basically why and how you think you could help) and the workgroup(s) you’d like to apply for.

Just to clarify: We will issue a separate Call for Participation (CFP) for the On-site Team, so you don’t need to apply for this workgroup before we have selected an On-site Team.

Thank you,
–
EuroPython Society